Removing a property expense charge

If an expense charge was raised on a property, you can reverse it if needs be. For example, you might have a suppliers invoice which has been entered incorrectly, or an expense charge that's simply no longer needed.

This article includes: 

• Removing an expense charge that's not yet raised
• Removing a raised expense charge
• Raise a negative expense charge
• Updating suppliers remittance advice
• Updating the landlords statement

Removing an expense charge that's not yet raised

1. Click Properties on the main navigation bar
2. Select the relevant property from Recent & Favourite Properties
   1.  Alternatively, find the property using the Search Properties bar in the top right
3. Click Actions 
4. Within the dropdown menu, click Charge
5. Click Edit on the line of the expense charge you want to remove
6. Click Delete Charge
7. Click Yes to confirm that you want to delete the charge

The expense charge will not appear on a landlord statement as it was removed before it was raised.

Removing a raised expense charge

Removing an expense charge that's not yet been paid

A raised property expense charge that's not yet paid to a supplier can be credited:

1. Click Properties on the main navigation bar
2. Select the relevant property from Recent & Favourite Properties
   1.  Alternatively, find the property using the Search Properties bar in the top right
3. Click Transactions on the side menu
4. At the top, change the Include dropdown menu from All Accounts to Ledger
5. Locate the expense Charge you wish to reverse. Click the ... (3 dots) to the right
6. Click Yes to confirm you'd like to raise a credit to cancel the expense charge

If the expense has already been paid to the Supplier

To remove a raised property expense charge, you must add a negative expense charge in the same way the original charge was first raised. 

(Prior to following the below process, ensure there's enough funds to pay the supplier to offset the negative)

1. Click Properties on the main navigation bar
2. Select the relevant property from Recent & Favourite Properties
   1.  Alternatively, find the property using the Search Properties bar in the top right
3. Click Actions 
4. Within the dropdown menu, click Charge
5. Click Add Charge
6. The Add Charge for window opens
   1. Charge Date - Set this accordingly for when the expense charge is due. By default, it's the current date.
   2. Frequency - In the dropdown menu, click Single
   3. Charge Item - This is where you set the item the expense charge relates to. Click Expenses, then tick the same option as when the first charge was added
   4. Description - Edit this so that it represents a description of the reversed expense charge
   5. Net Amount - Enter a minus (-) in front of the amount you are reversing. Check the Total Charge is correct
   6. In the Collect from Account dropdown menu, click the relevant account
   7. Supplier - Search for and select the supplier to whom the expense charge is payable. The expense charge will appear on the landlord statement
   8. Supplier invoice reference - Add the supplier's invoice number (if available)
7. Click OK

Raising a negative expense charge

1. Tick Raise Now next to the negative expense charge you've created
2. Click Raise Selected

The reversal is not yet complete. The supplier contra entry must be updated before the landlord statement appears with both the expense and expense reversal. 

Updating suppliers remittance advice

On the suppliers record for which the reversal was created:

1. Click Actions
2. Within the dropdown menu, click Payment
3. Ensure the correct Statement Date and Bank Account are selected
4. Tick to Include both the initial expense and the reversal expense. Net Payable should show as £0.00
5. Click Update

A record is saved to the suppliers Timeline and it will also be recorded from within Transactions, also on the side menu.

Updating the landlords statement

The reversal is still not yet complete. Now, the landlords contra entry must be updated to remove both the expense and expense reversal from their statement. 

On the landlords record:

1. Click Actions
2. Within the dropdown menu, click Payment
3. Ensure the correct Statement Date, Bank Account and Payment Group are selected
4. Tick to Include both the initial expense and the reversal expense. Total Payable should show as £0.00
5. Click Update

 A record is saved to the landlords Timeline and it will also be recorded from within Transactions, also on the side menu.